District 6440

Planning and

Executing a

Hands-On Project

Overseas

Prepared by the International Service Committee 2007-2008

1

Preface

This manual was prepared to assist clubs in District 6440 in

planning and executing humanitarian hands-on projects overseas. The District’s International Service Committee gathered information from different experiences its members had and from the input provided by other Rotarians who participated in foreign mission or hosted them.

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DISTRICT 6440

Planning and Executing a Humanitarian Hands-on Project Overseas

INTRODUCTION ...................................................... 3 GOAL SETTING – SCOPE OF THE PROJECT....... 4 CHOOSING A COUNTRY........................................ 5 PARTICIPANTS ........................................................ 6 TIMING AND SCHEDULING.................................. 7 BUDGETARY CONSIDERATION .......................... 8 TRANSPORTATION ISSUES .................................. 9 ORGANIZATION .................................................... 10 COMMUNICATIONS ............................................. 11 LEADERSHIP AND DECISION MAKING ........... 13 HEALTH ISSUES AND FOOD............................... 14 HOSPITALITY......................................................... 15 LOGISTIC SUPPORT.............................................. 15 LOCAL SUPPORT................................................... 17 SECURITY............................................................... 18 LOCAL CUSTOMS ................................................. 19 DRESS CODE .......................................................... 20 ROTARY RELATIONS........................................... 21 ENTERTAINMENT................................................. 21 DEBRIEFING AND LESSONS LEARNED ........... 22 APPENDIXES ..................................................... 23-33 MASTER CHECK LIST ..................................... 34-35

INTRODUCTION Hands-on projects are quintessentially Rotarian. They bring together men and women ready to contribute time, money and personal effort to ‘serve above self.’ A hands-on project overseas goes even further by advancing Rotary’s mission of international understanding and cooperation. These kinds of projects create connections between clubs and districts that are difficult to match through any other activity Besides the obvious benefits and the relationships created between Rotarians of different nations, overseas projects are unequaled in strengthening ties of friendship between the participants. Long hours of labor, meals, entertainment, and laughter shared tend to unite people and a ‘camaraderie of arms’ is established. A final benefit is the unique opportunity these projects provide to recognize the work of Rotary through the press. Photos of local Rotarians working with less fortunate people in far away places attracts readership. For these reasons, and to facilitate the planning and execution of hands-on projects overseas, this manual is presented by District 6440. We will continue to incorporate suggestions and ideas as our experience grows.

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GOAL SETTING – SCOPE OF THE PROJECT

Uncertainty is always present when traveling overseas.

Two partially accomplished goals are better than an unaccomplished one.

Propose multiple goals rather than a single one.

Maintain a measure of control on the size and scope of the project.

Specificity at this point is not necessary as dates, budget, and manpower may make some goals elusive targets.

Define club interests prior to contacting foreign clubs or districts.

Include as many of the potential participants as possible in setting up goals since that gives them a measure of ownership and commitment.

A goal can be as simple as “Travel to Honduras this Rotary year to aid and assist local residents and establish relations with a Rotary Club or Clubs.”

Further definition of the goal and the timetable will follow after contacts have been made with the club or clubs in question.

Consult with foreign clubs and listen carefully to determine their needs.

Do not become a burden by proposing a job not expected. Checklist

Form a committee to define club’s interests Consult with a foreign club Establish goals

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CHOOSING A COUNTRY

Nothing beats personal contacts especially at the Annual Rotary International Conference.

Face to face talks about the size and scope of a project can be an untold advantage.

Open discussions can limit aggravation and misunderstanding.

Candor and the ability to say ‘No’ can save relations and speed up the process.

Find your foreign counterpart and follow the Four Way Test!

Language and cultural understanding are extremely important elements when choosing.

Basic foreign language knowledge is not enough to interpret critical issues.

Even a simple misunderstanding becomes a difficulty without the right language knowledge.

Depending on the size of the group, a single fluent speaker may not be sufficient.

A translator with limited language skills is sufficient during meal times or while shopping.

Menus and small emergency can be handled with a short handout of key words. See sample vocabulary in appendix H.

Do not tax the translating resources of your foreign club counterpart – bring your own.

The desires of potential participants should be taken in consideration.

A simple handout about the countries of interest is valuable.

The following websites are good sources of information about destinations: State Department Regional Info: http://travel.state.gov/travel/tips/regional/regional_1178.html State Department Consular Info: http://travel.state.gov/travel/cis_pa_tw/cis/cis_1765.html CIA Country Info: https://www.cia.gov/library/publications/the-world-factbook/index.html

Establish an early commitment from your club by making everybody part of the decision. Checklist

Prepare a handout about potential countries Chose a country

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PARTICIPANTS

Participants in an overseas hands-on project typically self-select themselves via a questionnaire. See sample questionnaire in appendix J

All potential travelers must be made aware of the hardships that could be encountered.

Situations that require just a few hours of standing may cause problems for older Rotarians and spouses.

Do not leave sick or tired members unaccompanied in the hotel.

Care for one and care for all!

Most people signing up are well adjusted, experienced individuals who show a marked predisposition to be helpful.

Occasionally somebody may consider that the rules do not apply to them.

Group leaders must immediately deal with any situation before it becomes an embarrassment or, worse, a dangerous issue.

The safety, integrity and goodwill of the group must be preserved in all circumstances, even if it means sending a member home early.

Although it is difficult to ‘select’ participants, encourage those that show flexibility, are comfortable in rough environments, are outgoing, and are team players.

Make sure everybody follows the rules even if they outrank you!

A participant list must be compiled and sent to the host organization. See sample of participants’ list in appendix A. Checklist

Send out detailed invitations Prepare a list of participants Send the list to the host organization

TIMING AND SCHEDULING

When scheduling a trip it is important to consider several issues:

• The best dates for the host district or club • The best dates for the largest number of participants • The best travel weather in the host country

Pay attention to subtle messages from your foreign counterpart!

A trip to assist in a foreign country immediately after a natural disaster presents problems and

issues that may be unsolvable in the short term.

Sometimes the best solution is to stay at home, raise funds and resources, and plan a future trip to relieve tired local Rotarians..

Listen carefully to foreign clubs and districts to ascertain their precise needs. Checklist

Set up the dates

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BUDGETARY CONSIDERATION

Prepare a budget in concert with the host organization.

Do not offer to pay members’ transportation if the funds are not readily available.

Sometimes a hosting district may provide host families although it may be difficult when the project is far away from a major population center.

In weaker economies a small amount of dollars can produce outstanding results.

Consider funding the whole project with internal monies without resorting to matching grants.

Remember that many construction projects are not eligible for matching grants. Checklist Prepare a budget

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TRANSPORTATION ISSUES

Centralized purchase of tickets facilitates logistics at the destination.

Arrival as a group facilitates security and transportation to hotels and work sites.

Simplify security and timing issues by controlling transportation tightly. Checklist

Find a travel agent, preferably a Rotarian

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ORGANIZATION

Avoid causing more harm than good. Do not force your desires on your hosts.

Avoid overruling the host organization. Let them come up with work suggestions.

Good leadership provides clear guidance and allows freedom of action

Delegate the following:

• Inviting participants • Preparing information about the destination • Securing travel tickets • Preparing language aids • Assembling packing lists • Creating first aid kits • Preparing PR packets • Documenting the trip • Creating a blog • Obtaining photocopies of passports • Obtaining emergency contact numbers

With a group of more than 12 members divide it into teams of 6-8 with a sub-group leader.

Sub-group leaders are responsible for attendance at every assembly of the whole group.

Make sure team leaders understand their responsibility.

If possible assign at least one foreign language speaker to each team. See sample of a list of teams in appendix B.

Checklist

Develop a leadership team Divide the group into sub-groups and assign leaders and translators Delegate the assignments list above Distribute first aid kit suggestions (See below for more information regarding first aid) Distribute foreign language vocabulary Distribute packing list suggestions Request photocopies of passports Request emergency contact numbers Order tickets Start blog

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COMMUNICATIONS

Establish good lines of communication between the organizing committees.

Establish good lines of communication between the leadership team.

Establish good lines of communication between leadership and the members of the group.

Provide the members with addresses, phone numbers and emails of each other.

Set time frame for response to queries from the leadership and enforce it.

Keep the team informed without overwhelming them. PRIOR TO DEPARTURE

Develop a combined spreadsheet budget and schedule shared with the host organization. See sample of working budget and itinerary in appendix C.

The most consistent way of communicating is via email because it leaves a written version.

Each email should have a consistent subject matter with a different chronology or sub-subject.

One or two team meetings prior to departure are necessary despite good exchanges.

Key information should be distributed again as handouts and clarified at these meetings. See sample of an information packet handout in appendix I.

Distribute a rooming assignment list with phone numbers and emails addresses.

Team meetings clarify issues and encourage camaraderie.

DURING THE TRIP

Establish many channels of communication between the team, the hosts, and people at home.

Relatives must be comfortable that they can reach members of the team in several ways.

Instructions on who to contact in each circumstance must be provided prior to departure.

Designate a central contact person at home for emergency contact with relatives. See sample of an emergency contact list in appendix G.

The knowledge that communication is available provides reassurance.

If possible obtain a cell phone that works in the country of destination.

These phones can be rented in most airports overseas.

Provide the cell phone number to the contact person as well as to the club and district leadership.

Do not provide it to relatives for unlimited calls but have available for emergency use only.

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BLOG

Keep relatives and friends informed via a blog.

This blog can be updated from Internet cafes or from a laptop with a phone connection.

A blog writer can comment on information received from team members via phone calls.

Alert the local press to the existence of this blog as they may want to follow the trip.

The blog is an excellent tool to encourage future participation in these trips. Checklist

Prepare emailing lists Provide addresses, phone numbers, and email address of everybody to all participants Develop budget and itinerary spreadsheet Organize team meetings Prepare information packet handouts Distribute rooming assignment list Designate a central emergency contact and distribute his/her information to relatives via participants Arrange for cell phone at destination and provide number to central emergency contact Alert local press of existence of blog

LEADERSHIP AND DECISION MAKING

Leadership may be single or a multiple tiered depending on size of project and number of clubs involved.

Flexibility and delegation increase the speed of organization.

Keeping everybody informed reduces friction.

Delegate, communicate, and decide!

Leadership must speak with one voice. Do not contradict each other.

Travelers must understand the importance of following directions. Do not jeopardize the team under any circumstance!

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HEALTH ISSUES AND FOOD

It may not be possible to accommodate travelers with health-related food issues if these are not known in advance.

Part of the questionnaire for potential team members must include questions related to health issues. See sample questionnaire in appendix J.

Recommend that each team member obtain health insurance for travelers and/or emergency evacuation insurance.

It may be possible to obtain temporary health insurance overseas. Consult with the host club.

Some companies offer health insurance for travelers as part of trip cancellation insurance.

Be very conscious of the age and health of the travelers to prevent problems.

Team leadership should carry a very complete first aid kit.

If the group includes a medical practitioner then this person should be put in charge of the group’s first aid kit. See appendix E for a sample of a group’s first aid kit.

Each member should carry a personal first aid kit.

Pocket first aid kits can be purchased in quantities at discounted prices and provided to each team member as part of the package. See appendix K for a sample of a personal first aid kit.

Never depend on locally available first aid! Be prepared and bring your own kits.

Check required inoculations for the country you are visiting. Checklist

Review questionnaire Recommend acquisition of health and/or evacuation insurance in not available overseas Acquire team first aid kit and assign it to medical practitioner if available

HOSPITALITY

Team members should room in double occupancy rooms.

Avoid placement in multiple hotels.

Be realistic and don’t overstate the quality of the accommodations.

Assign any available single room to the group’s leader.

In some areas it is advisable to bring a sleeping bag and a plastic barrier for the mattress. These items should be considered disposable.

Discourage bringing back bed sheets, sleeping bags, or mattress covers because of potential contamination. Checklist

If needed, inform the requirement of sleeping bags and mattress barriers

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LOGISTIC SUPPORT

Logistic support refers mainly to transportation issues to and from the country, and in country as well as room and board.

Consolidate the reservations functions and the purchase of tickets.

Consult with the club or district treasurer for monetary arrangements.

Organize room and board with the assistance of Rotarians from the host country.

These arrangements must be left entirely in their hands for obvious reasons.

Early and accurate request for arrangements allow more flexibility. See sample of an itinerary in appendix D. Checklist

Inform the host club of the number of travelers and the number of rooms required

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LOCAL SUPPORT

Cooperation and candor between the hosts and the travelers is imperative at all times.

Avoid imposing group desires on the hosts.

You must request total candor from your hosts when discussing possibilities and problems.

Reassure your hosts that the trip will take place even if perfect logistics cannot be achieved. A potentially difficult issue is the monetary considerations that must be advanced in the form of deposits for traveling, meals, and rooms. The local hosts need to firm up the reservations but sometimes the traveling team final number is not established early enough. The organizing committee may be reluctant to send money until the final number has been established. This is one of the many reasons why is important that a single contact person from each side be assigned to communicate between both organizing teams. The best alternative is to advance portions of the deposits on a timely manner. Here is where the trust between the foreign and the traveling leaders become important. Remember that you are dealing with Rotarians just as yourself.

Trust is established by having totally candid and open communications from the beginning.

There will be a need for local currency by the team and the individual members upon arrival.

Wire money to the host organization to convert into local currency.

Matching grants cannot be used for international travel but they can be used for in-country travel. Checklist

Wire money on a timely basis for deposits for hotel reservation and transportation Wire money for local currency conversion

SECURITY

This is an area where neither the host organization nor the traveling team’s leadership can compromise on less than perfect performance.

The rules of behavior relating to security issues will be explained at the team meetings prior to departure. These include:

• Orders by the leadership or the security personnel must be obeyed at all times. • Remain together at all times unless specific permission has been given by the leadership. • No team member will be allowed to leave the hotel or work site without prior permission. • Team members will carry copies of their passports at all times. • A copy of their passport will be given to the contact person at home prior to departure. • Another copy of the passport will be carried by the leadership. • When allowed to wander members will do so in groups of two or more. • Members will wear visible uniform identifiers, like hats or shirts, at all times.

Checklist

Request security arrangements from the host organization if necessary Inform the team of the security arrangements and the rules Requests two color copies of passports Recommend that each member carry a color copy of their passports Deliver one copy of each passport to the local emergency contact Deliver one copy of each passport to the team leader Select and acquire uniform identifiers for each member

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LOCAL CUSTOMS

Be aware of the differences between the traveling Rotarians and those of the host country.

Because of social idiosyncrasies, many local Rotarians do not participate in hands-on projects. Do not invite them to do so to avoid embarrassing them.

Inform the team of some of the different customs they may encounter.

Travel guides and the Internet are good sources of local customs information.

Be respectful of the local population’s feelings regarding photos. Ask permission before shooting! An instant camera (‘Polaroid’) sometimes acts as an icebreaker between people who cannot communicate otherwise. For some native people this may be the only personal photo they have ever seen! Checklist

Inform the team of especially significant local customs if necessary Inform the team about photography issues if necessary Suggest the use of instant cameras

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DRESS CODE

Many indigenous populations may consider certain forms of dress inappropriate, especially for women; namely bare legs, arms or lack of head covering.

Inform the team about these restrictions.

Suggest work and leisure attire.

Provide information about weather and terrains.

Recommend appropriate footwear.

Recommend leaving work clothes with the host organization for distribution to poor people.

Recommend carrying an additional suitcase with donated clothes, medical supplies or diapers.

Check with the airline for excess luggage allowances for humanitarian supplies.

Distribute a suggested packing list assembled with the help of the host Rotarians. See additional recommended items in appendix F.

Provide each traveler a team shirt, preferably polo style, with a Rotary logo and a team or project name. Use the shirts at arrival and at meetings with foreign clubs. Bring additional shirts to give to key contacts along the way. Checklist

Inform the team about dress restrictions Inform the team about suggested attires Inform the team about weather, terrain, and suggested footwear Inform the team about luggage carrying allowances Recommend leaving donated clothes with the host organization for distribution Distribute suggested packing list Select, acquire and distribute team shirt Keep additional team shirts for overseas distribution

ROTARY RELATIONS

Recommended travelers to bring Rotary business cards preferably with photo, club, classification, and office held, in addition to address, phone number, and email.

Recommend bringing Rotary flags for exchange with clubs encountered during the trip.

Bring recognition plaques, certificates, and small gifts such as pins, hats, cups, or shirts for the leadership team of the host organization. Unique gifts beyond the standard Rotary fare are specially appreciated. Checklist

Recommend bringing Rotary business cards Recommend bringing Rotary flags Acquire gifts for host leadership

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ENTERTAINMENT Not all projects are all work and no play. Sharing relaxing moments with local Rotarians is a characteristic of humanitarian projects that also serves to increase international understanding. Sharing a moment of laughter or music, a good meal and a glass of wine, is one of the best ways of cementing relationships among Rotarians of different countries and backgrounds. These programs should be incorporated into the schedule from the very beginning. An impromptu performance by a traveling musician or singer can be a great icebreaker with Rotarians who cannot communicate in the same language. Fellowship is a staple of all Rotary activities.

DEBRIEFING AND LESSONS LEARNED A debriefing meeting should be held shortly after the return of the team. Lessons learned, what worked or what didn’t, what was enjoyed and what was disappointing, are all important lessons that should be taken into consideration when planning the next humanitarian hands-on service project overseas.

Add your own lessons to this manual and pass it on to the next leader!

----0---- We hope this short manual has been helpful. It is by no means an all-encompassing guide and we’d like your help in improving it for future planners. Please send your suggestions to the International Service Advisor of District 6440. Yours in Rotary Service! Thank you and ‘bon voyage’!

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Appendix A

Team Members List Sample Portion (Excel) (Hand out to all members and host Rotarians)

Photo Name Last

Name Address City Zip Phone Email Club Class.

Todd Matthew Birch 1058 S.

Walnut Arlington Heights. 60005 847-385-7056 tbirch@bankatvillage.com

Arlington Heights Sunrise

Community Banking

Michelle Ziska Birch 1058 S.

Walnut Arlington Heights. 60005 847-385-7056 tbirch@bankatvillage.com

Arlington Heights Sunrise - guest

Sales

Thomas G Bookler

917 Wheaton Oaks Dr.

Wheaton 60187 847-952-8665 tbookler@comcast.netCentral DuPage AM

Educational Administ.

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Appendix B Sub Teams List Sample (Excel)

Note Sub Team Leaders with Green Background and Foreign Language Speakers in Red

Larry Kanar Susan Kanar James Killian Roberta Killian Scott Davis Wendy Davis Todd Birch

Team 1

Michelle Birch Richard Rivkin Helen Rivkin Ron Crawford Paul Metivier Susan Smith Kathy Nowicki William Schuberth

Team 2

Linda Schuberth Phillip Yoder Gary Peterson Bob Williams Kay Williams John Miller Christina Miller Roger Rehm

Team 3

Gretchen Rehm

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Appendix C

Working Budget Sample Portion (Excel)

Tentative Approx.

Costs per

person Day Date Times Activity Costs (Issues) Questions

Saturday 13-Jan 10:00 PM

Arrival Guatemala City - CO 453

$30,492.00 $693.00

DG Carlos Andrade - Club President Estuardo Zachrisson, Jorge Aufranc and PDRI Luis Felipe Valenzuela PAID CC to STAN SHERMAN

10:30 PM

Transportation to Biltmore Express Hotel - Ph. (502) 2410 50 41 - 15 Calle 0-31 Zona

10

2 School buses and 2

Suburbans

Extra luggage to be taken away by Guatemala Rotarians to Sumpango Orphanage

11:00 PM Hotel check in - Pre-registration $1,476.20 $33.55

NOT PAID Includes breakfast - Jorge Aufranc credit card guaranteed

Sunday 14-Jan 7:30 AM

Breakfast at the hotel (included)

8:00 AM

Transportation from Guatemala

City to Chichicastenango $2,024.00 $46.00

Pullman Bus 47 passengers w / AC REPUELTESA SA - PNC Juan Carlos Botran PAID Includes city tour Guatemala City - Estuardo Zachrisson & Jorge Aufranc - Natl. Civil Pol. Escort

11.00 AM

Walking Visit indigenous

market

1:00 PM

Lunch in Chichicastenango

- Hotel Santo Tomás $640.21 $14.55

Q.110.00 per person @ 7.56 $/Q - To be paid 75% in advance, balance on site, cash o credit card

2.30 PM

Departure from Chichicastenango to Retalhuleu (3

hs.)

5.30 PM

Arrival IRTRA - Retalhuleu - Pre

registration $5,138.30 $116.78 PAID (Breakfasts not included) Q. 1680/doble room/4 nights = Q. 38,640.00 @ Q.7.52/$

7:00 PM

Dinner Restaurant La

Hacienda - Buffet service $356.40 $8.10 To be paid in advance - Wire transfer to Jorge´s account

Monday 15-Jan 7:30 AM

Breakfast at IRTRA Restaurant

La Hacienda $264.00 $6.00 Wire transfer to Jorge´s account - Estuardo Zachrisson, & Jorge Aufranc

8:00AM

Transportation to work site in

Patulul, visit to HELPS (1.5 hs)

Stop at HELPS to see stoves Juan Carlos Cheves

12:20 PM

Transportation to Restaurant El

Rancho (10 min) 12:30 PM Light Lunch $528.00 $12.00 Cash or credit card on site - Hamburger 4:00 PM Return to IRTRA

7:00 PM

Dinner Restaurant La

Hacienda - IRTRA $423.28 $9.62 To be paid in advance - Wire transfer to Jorge´s account

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Appendix D

Itinerary Before Departure Sample Portion (Excel) Tentative

Day Date Times Activity

Saturday 13-Jan 10:00 PM Arrival Guatemala City - CO 453 10.00 PM

10:30 PM To Biltmore Express Hotel – Ph. (502) 2410 50 41 - 15 Calle 0-31 Zona 10 11:00 PM Hotel check in - Pre-registration

Sunday 14-Jan 7:30 AM Breakfast at the hotel (included)

8:00 AM Transportation from Guatemala City to Chichicastenango 11.00 AM Walking Visit to the indigenous market 1:00 PM Lunch in Chichicastenango - Hotel Santo Tomás 2.30 PM Departure from Chichicastenango to Retalhuleu (3 hours) 5.30 PM Arrival IRTRA - Retalhuleu - Pre registration 7:00 PM Dinner Restaurant La Hacienda - Buffet service

Monday 15-Jan 7:30 AM Breakfast at IRTRA Restaurant La Hacienda

8:00AM Transportation to work site in Patulul, visit to HELPS (1.5 hs) 12:20 PM Transportation to Restaurant El Rancho (10 min) 12:30 PM Light Lunch 4:00 PM Return to IRTRA 7:00 PM Dinner at Restaurant la Hacienda - IRTRA

Tuesday 16-Jan 7:30 AM Breakfast at Restaurant La Hacienda - IRTRA

8:00 AM Transportation to work site 12:30 PM Lunch at Restaurant El Rancho 4:00 PM Return to IRTRA 7:00 PM Dinner Restaurant La Hacienda - IRTRA - Rotary Meeting Club Retalhuleu

Wednesday 17-Jan 7:30 AM Breakfast at Restaurant La Hacienda - IRTRA

8:00 AM Transportation to work site 12:30 PM Lunch at Restaurant El Rancho 4:00 PM Return to IRTRA 7:00 PM Dinner at Restaurant la Hacienda - IRTRA

Thursday 18-Jan 7:30 AM Breakfast at IRTRA

8:30 AM Checkout at IRTRA 9:30 AM Transportation to Sumpango

12:30 PM Arrival Sumpango, Visit Neurological clinic at orphanage "Misioneros del

Camino" 1.00 PM BBQ Lunch at the orphanage 3.30 PM Transportation to Antigua (45 min) 4.30 PM Check in at Hotel Hermano Pedro and Hotel El Carmen in Antigua Guatemala 7:30 PM Cocktail & light dinner @ Isabel de Bosch's house

Friday 19 Jan 8.00 AM Breakfast at the hotel (included)

9:00 AM Visit market in Antigua, Cathedral, San Carlos University & Compañía de Jesús 12:30 PM Lunch Buffet Hotel Porta Antigua 3.00 PM Back to the hotel 4.30 PM Visit to Hotel Casa Santo Domingo & museums - Walking distance 7.00 PM Dinner at Hotel Museum Santo Doming Walking distance from the hotels

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Appendix E

Recommended Group First Aid Kit

Advil (Ibuprofen) Aleve (Naproxen) Alka Seltzer or Pepto Bismol Aspirin Band-Aids assorted sizes Benadryl Diphenhydramine Benadryl Diphenhydramine cream or Hydrocortisone Bonine or Dramamine Sudafed decongestant (Pseudoephedrine) Imodium (Anti diarrhea) Insect repellent Insect sting swab Moleskin (blister protection) Neosporin (antibiotic cream) Sunscreen PF 30 Tape waterproof 1" Thermometer Throat lozenges

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Appendix F

Recommended Items to Include in Luggage

Alarm clock Hand sanitizer Handful of plastic ties in different sizes Handy wipes Hat Leatherman tool Paper Pencil or pen Safety pins Small flashlight Small roll of duct tape Spare prescription glasses Swiss Army knife

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Appendix G

Emergency Contact List Sample Headings (Excel)

Passport Birth Emergency Emergency Addl. Number Email Year First Last Contact Phone Emerg. Ph. Club

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Appendix H

Sample Vocabulary (Spanish) VOCABULARY VEGETABLES & FRUITS DRINKS

botella - bottle aceituna - olive agua - water lata - can arroz - rice bebida - beverage , drink cocina - kitchen banana - banana café - coffee cuenta - check/bill cebolla - onion cerveza - beer cuchara - spoon ensalada - salad jugo - juice Cuchilla - knife fresa - strawberry leche - milk hielo - ice frijol - bean( kidney,pinto) refresco - soft drink huevo - egg lechuga - lettuce té - tea ménu - menu limón - lemon vino - wine moza - waitress maís -corn (blanco, rosado, tinto) -white, rosé, red) mozo - waiter manzana - apple GUATEMALAN SPECIALTIES pan - bread melocoton - peach caldos - stew plato - plate/dish naranja - orange lomito - thin beef strips precio - price papa - potato queso fundido - cheese /tortillas/condiments Propina - tip patata - potato róbalo - snook(fish) queso - cheese pepino - cucumber tapado - coconut stew sandwich - sandwich pera - pear tepezcuintle - large rodent servilleta - napkin piña - pineapple venado - venison sopa - soup platáno - plaintain, banana ADJECTIVES taza - tea cup tomate -tomato asado - roasted tenedor - fork uva - grape bastante - enough vaso - glass zanahoria - carrot caliente - hot (temperature)

MEAT CONDIMENTS crudo - raw albóndiga - meatball/fishball aceite - oil delicioso - delicious bistec - steak ajo - garlic dulce -sweet carne de res -beef azúcar - sugar fresco - fresh cerdo - pork mantequilla - butter frio - cold Chorizo - spicy sausage mayonesa -mayonaise frito - fried empanada - meat pie mostaza - mustard hervido -boiled hamburguesa - hamburger pimienta - pepper picante -spicy pavo - turkey sal - salt salado - salty pollo - chicken salsa de tomate - catsup WORDS & PHRASES tocino - bacon vinagre - vinegar Buenos dias - good morning

SEAFOOD DESSERTS Buenas tardes - good afternoon atún - tuna bombón - chocolate candy, bonbon Buenas noches - good evening calamar - squid caramelo - hard, caramel Hola - Hello camarones - shrimp flan -caramel custard Adiós - Goodbye gambas - shrimp helado - ice cream Por Favor - Please la langosta - lobster pastel - pastry, pie Gracias - thank you mariscos - shellfish tarta - cake Muchas Gracias - thank you very much Mejillón - mussel torta -cake No, Gracias - No, thank you pescado - fish De Nada - you're welcome robalo - bass/ snook Con Permiso - excuse me

MEALS Perdón - excuse me almuerzo - lunch Quiero…- I would like… cena - dinner No hablo español - I do not speak Spanish Comida - food La cuenta por favor. - The check please. desayuno -breakfast ¿Cuánto cuesta? - How much is it? merienda - snack Tarejeta de credito - credit card postre - dessert ¿Dónde esta el baño? - Where is the bathroom?

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Appendix I

Sample Information Package District 6440 The Home District

Project 100 Guatemala 2007

Guatemala Hands-On International Service

Project: To assemble and install water filters and wood burning stoves in houses built by Guatemalan Rotarians. The houses were built in the Lake Atitlan area of Guatemala after a tropical storm destroyed the homes of indigent native families. The water filters are needed to prevent gastrointestinal diseases while the stoves are needed to prevent respiratory diseases and rapid deforestation due to poor use of wood for cooking and heating. Onil stoves and similar are known for their efficiency which, coupled with their attached chimneys, are ideal for these abodes.

Local Partner: Rotary Club of Guatemala City Sur.

Dates: Departure from O’Hare and arrival to Guatemala City – Saturday, January 13, 2007 Departure from Guatemala City and return to O’Hare – Sunday, January 21, 2007

Cost: Including air travel, inland transportation, tours, room and board - $1,500 per person, double occupancy.

Itinerary:

Saturday January 13 Departure O’Hare and arrival Guatemala City Sunday January 14 Departure to Lake Atitlan and tour of the area. Famous

author Aldous Huxley once called Lake Atitlan "the most beautiful in the world"

Monday January 15 Work with indigenous population Tuesday January 16 Work with indigenous population Wednesday January 17 Work with indigenous population Thursday January 18 Work with indigenous population Friday January 19 Departure to Antigua and tour. Antigua is the ancient

capital of Guatemala known for its churches and ruins. This is a tourist Mecca and has many shops and markets. Free evening.

Saturday January 20 Departure and tour of Guatemala City Sunday January 21 Departure from Guatemala City and arrival to O’Hare.

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Frequently Asked Questions

What about immunizations? Medical professionals recommend current Tetanus and Hepatitis A vaccinations. According to local health professionals, there is still time for the Hepatitis A vaccine before departure. Alternatively, you may inquire of your health care professional for immune globulin (also called gamma globulin or immune serum globulin) which often provides short-term protection against or reduction in severity of certain diseases. There is a risk of Malaria but it decreases as the elevation rises. Cholera and Typhoid Fever are extremely rare. More information is available from the U.S. Centers for Disease Control and Prevention at http://www.cdc.gov/travel/camerica.htm Medical care and insurance? Check with your health insurance provider concerning coverage or reimbursement for medical costs outside of the USA. It is normal for patients to have to pay the local providers their full cost and then submit a claim for reimbursement once back in the USA. Some premium credit cards include medical assistance when traveling outside of the USA. Travel insurance policies often include emergency medical coverage with trip cancellation or interruption coverage. Travel Insurance Participants should have received information on travel insurance from Stan Sherman at Best Travel. This low-cost policy covers trip cancellation/interruption reimbursement and health and accident insurance including medical evacuation. Approximate costs are less than $75.00/person (depending on age). If you need another brochure/order form, call Stan Sherman at 1-847-498-3450. You can also order toll-free at 1-866-455-6109 or online at www.accessamerica.com/ensembletravel . Reference ACCAM/Application Number BOF024797 – agent code 40CH. Other health concerns? Drink only bottled water purchased at the hotel or a reputable shop. Do not purchase bottled water from street vendors – they often refill empty bottles with local water. Avoid ice in drinks because this may be made from local water. Keep a small bottle of water with you for brushing teeth, taking pills, etc. Do not eat from street vendors no matter how good it looks or smells. Eat only thoroughly cooked foods or fruits and vegetables that you have peeled yourself (Boil it, cook it, peel it, or forget it). The CDC web site (link above) has more guidance information. Sunburn is another hazard, especially at high altitudes. Bring sunscreen (at least SPF 15) and a hat. What about passports and visas? Current passports are required. We recommend that the passports be valid for at least 6 months beyond the date of travel. If you have a current U.S. Passport that will expire within that period, you can renew it by mail. Details are available on the U.S. Department of State web site at http://travel.state.gov/passport/passport_1738.html . We recommend that you make photocopies of the inside front page of your passport. Leave one copy at home. Carry one copy at all times in Guatemala. Keep another copy in your hotel room. Please provide another copy to the trip leaders. Lock your passport in the hotel safe for security. U.S. citizens do not need a visa for a stay of 90 days or less. Cell phone coverage The mobile phone service in Guatemala uses GSM technology – same as Cingular and T-Mobile in the USA. If your cell phone service is other than Cingular and T-Mobile, it will not work in Guatemala. Parts of Guatemala use the same GSM frequency as your US Cingular or T-Mobile phone, so it may work. Other parts of Guatemala use a different GSM frequency so a multi-band phone is required. If you are a Cingular or T-Mobile customer and want to use your mobile phone in Guatemala, you should contact your mobile phone provider to activate international roaming service. You can also ask them if your model handset works on the 900 and 1900 bands or only 1900. If you must have a cell phone and are not a customer of Cingular or T-Mobile, you can rent an international cell phone from TravelCell at www.travelcell.com or 1-877-CELLPHONE.

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What is the electricity supply? 110 volts 60 Hz – same as the U.S. Same plug configuration – no adapters needed. Cash, credit cards, ATM, or travelers checks? Most places take Visa, MasterCard, and Amex. ATM machines are available in Guatemala City, Antigua, and probably the Lake Atitlan area. Local banks will usually exchange money as well. We recommend bringing a few hundred dollars in cash, an ATM card, and 2 credit cards (in case there is a problem with one). We recommend you make photocopies of your credit cards (front and back) and keep one set of photocopies locked in your suitcase and another at home. Be sure to notify your credit card companies before leaving that you will be in Guatemala for the period January 13-21. Otherwise, their fraud protection systems may block your credit card charges outside of the U.S. Traveler’s checks are not necessary and, in some countries, have a less favorable exchange rate than cash or ATM transactions (although your bank may charge extra fees for foreign transactions). What is the weather like? According to www.weather.com , the average temperature in Guatemala City for mid-January is a daily high of 72º and a daily low of 55º F. How should I pack? Pack as light as possible. The weather is nice during the day but can get cool at night so bring a sweatshirt or light jackets. We will be working, so jeans are the “uniform” of the day. Do not take expensive jewelry, watches, etc. Bring long pants and work shoes or boots (gym shoes OK), but no shorts and no open toe shoes. Short sleeve shirts will be OK. Nicer, casual clothes will be appropriate for the non-work days including events with the local Rotary club and tourism days. We strongly recommend considering “disposable” old clothes and shoes that can be discarded in Guatemala at the end of the trip. Other essentials?

• Spare eyeglasses • Alcohol-based hand wash like Purel • Insect repellent containing DEET • Sunscreen (at least SPF 15) • Personal medications such as for stomach problems, allergies, etc. (bring copies of any prescriptions) • Heavy duty plastic bags for any clothes that you bring back to the USA (see Customs below). • Money belt to be worn under clothing (not a “fanny pack” • Day pack (small back pack) to carry daily essentials such as bottled water, sunscreen, etc.

Personal Protective Equipment

• You will be provided with general purpose work gloves, a rain poncho, and a pocket first aid kit. • Bring a cap or hat as protection against the sun. • Bring sunglasses

What NOT to bring

• Do not bring valuables. Even hotels rooms are not totally secure. Participants should keep a few dollars in a pocket and everything else in a concealed money belt.

• Do not bring portable computers. There are inexpensive internet cafes if you need to keep in touch. • Do not bring expensive jewelry. There is nothing like a cheap Timex watch for occasions like this.

Can I take pictures? Be careful and respectful taking pictures of the Guatemalans. Many Mayans still believe the cameras “steals their soul”. If you want to take pictures of locals, ask them first (some locals have become entrepreneurial and may ask for a fee to take their picture). Local authorities in many Central American countries consider all airports, police stations, military locations, oil installations, harbors, mines and bridges to be security-related and photography of them prohibited. Emergency Contact Sandra Früm will be available in Northbrook for emergency coordination while we are in Guatemala. Her e-mail address is sandy@frum.com , home telephone number is 847-272-2816, cell number 847-370-2816, fax 847-480-1873.

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What about security? Guatemala has had an increase in gangs and violent crime. Rotary District 6440 and the host Rotary clubs in Guatemala are making arrangements for security, but travelers need to take common sense precautions as recommended by the U.S. Department of State.

• Safety begins when you pack. Leave expensive jewelry behind. Dress conservatively; a flashy wardrobe or one that is too casual can mark you as a tourist. Leave photocopies of your passport personal information page and your airline tickets with someone at home and carry an extra set with you.

• Use a money belt or a concealed money pouch for passports, cash and other valuables. • When walking, avoid marginal areas of cities, dark alleys and crowds. Do not stop if you are approached on the street by

strangers, including street vendors and beggars. Be aware that women and small children, as well as men, can be pickpockets or purse snatchers. Keep your billfold in an inner front pocket, carry your purse tucked securely under your arm, and wear the shoulder strap of your camera or bag across your chest. To guard against thieves on motorcycles, walk away from the curb, carrying your purse away from the street.

• Use official taxi stands rather than cruising taxis. Illegal taxis can be decoys for robbers. • Do not walk alone. Groups of at least three people are mandatory. • Do not leave the hotel compound at night. • If your group must leave the hotel area during the day please advice the Project leadership who is in your group and

your general direction. • We will wear Rotary armbands to identify us from mere tourists. Rotary is well regarded in Guatemala and this is an

additional form of protection. Please wear your armband at all times. • Needless to say we are very concerned about everybody’s safety. Please adhere to the instructions and rules of the

Project leadership. It’s for your own good! Customs Upon our return to the USA, we must clear Customs at the first point of entry, Houston Texas. The Customs form will ask if you have been on a farm or rural area. You must answer positively and explain our project. If you have brought back shoes or clothes that have been worn at the project site, you may have to be checked by U.S. Department of Agriculture inspectors which is a normal practice to prevent the spread of agricultural diseases. Air Transportation You are entitled to bring 2 full-size suitcases, each weighing a maximum of 50 pounds and not exceeding 62 inches (length+width+girth combined). You are entitled to bring 1 carry-on piece weighing a maximum of 40 pounds and not exceeding 51 inches (length+width+girth combined). You are entitled to bring 1 personal item such as a briefcase or purse. Want more information on baggage – visit www.continental.com and click on Travel Information / Baggage Information. If you are a member (or want to become a member) of Continental Airlines ONE PASS frequent flyer program or if you are a member of Delta Airlines or Northwest Airlines programs, please advise Best Travel so that you can obtain mileage credit for the trip to/from Guatemala. Be sure to arrive at O’Hare at least 2½ hours prior to departure on January 13, 2007. Departure and arrival will be at O’Hare Terminal 2. All airport taxes are included in your airline ticket, but there is an additional airport security fee (20 Quetzales, approximately $2.50) that all travelers must pay at the Guatemala airport upon departure. Tax Considerations Participants may be entitled to a charitable tax deduction for travel expenses incurred for charitable volunteer work. Consult your own tax advisor – Rotary is not in a position to offer tax advice. Where can I get more official information about Guatemala? State Department regional information - http://travel.state.gov/travel/tips/regional/regional_1172.html State Department consular information - http://travel.state.gov/travel/cis_pa_tw/cis/cis_1129.html CIA Fact book country profile - https://www.cia.gov/cia/publications/factbook/geos/gt.html

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Appendix J

International Service Project Participant Application

Name: ________________________________________________________ Address: _____________________________________________________________ _____________________________________________________________________ Phone: (Home) ________________________________________________________ (Business) ____________________________________________________________ (Cell) ________________________________________________________________ Email: _______________________________________________________________ Club Affiliation: _______________________________________________________ Emergency Contact: _________________________ Phone: ____________________ Passport No: ______________________________ Exp. Date: __________________ Do you have any physical or heath concerns that may limit your ability to participate in work projects? ________________________________________________________ ______________________________________________________________________ Any dietary restrictions? _________________________________________________ Seat Preference*: Aisle _____ Window _____ Room Preference*: Single_____ Double _____ Room Mate: _________________________________ Foreign Languages spoken: _______________________________________________ Level of Fluency: ________________________________________________________ *While we will try to honor seat and room preferences, this may not always be possible.

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MASTER CHECKLIST

Form a committee to define club’s interests Consult with a foreign club Establish goals Prepare a handout about potential countries Chose a country Send out detailed invitations Prepare a list of participants Send the list to the host organization Set up the dates Prepare a budget Find a travel agent, preferably a Rotarian Develop a leadership team Divide the group into sub-groups and assign leaders and translators Delegate the assignments list above Distribute first aid kit suggestions Distribute foreign language vocabulary Distribute packing list suggestions Request photocopies of passports Request emergency contact numbers Order tickets Start blog Prepare emailing lists Provide addresses, phone numbers, and email address of everybody to all participants Develop budget and itinerary spreadsheet Organize team meetings Prepare information packet handouts Distribute rooming assignment list Designate a central emergency contact and distribute his/her information to relatives via participants Arrange for cell phone at destination and provide number to central emergency contact Alert local press of existence of blog Review questionnaire Recommend acquisition of health and/or evacuation insurance in not available overseas Acquire team first aid kit and assign it to medical practitioner if available If needed, inform the requirement of sleeping bags and mattress barriers Inform the host club of the number of travelers and the number of rooms required Wire money on a timely basis for deposits for hotel reservation and transportation Wire money for local currency conversion Request security arrangements from the host organization if necessary Inform the team of the security arrangements and the rules Requests two color copies of passports Recommend that each member carry a color copy of their passports Deliver one copy of each passport to the local emergency contact Deliver one copy of each passport to the team leader Select and acquire uniform identifiers for each member Inform the team of especially significant local customs if necessary Inform the team about photography issues if necessary Suggest the use of instant cameras Inform the team about dress restrictions Inform the team about suggested attires

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Inform the team about weather, terrain, and suggested footwear Inform the team about luggage carrying allowances Recommend leaving donated clothes with the host organization for distribution Distribute suggested packing list Select, acquire and distribute team shirt Keep additional team shirts for overseas distribution Recommend bringing Rotary business cards Recommend bringing Rotary flags Acquire gifts for host leadership

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